Trying to create and manage a Community of Practice can be challenging. How much planning should you do? What group norms should you have? What meeting structure would be most effective? Implement these best practices and your Community of Practice will be successful.
Communities of Practices (CoPs) are essential to the growth of any organization or industry. And like every community, CoPs take time and effort to mature.
Without a proper plan for your CoP, you might hit various roadblocks along the way. In this piece, we cover the best practices for facilitating your Community of Practice.
1. Create Goals
You must have clear goals for your community.
- What is your vision for the group?
- What do you plan to achieve?
- What are the steps to achieve your vision?
After you understand the vision, you will need an articulate mission statement that encompasses it. With a clear mission statement defined, you can create outlined goals that will help your CoP realize its objectives.
Pro Tip: A visual board or mind map is an excellent way to do this. Visual thinking will drive your creative processes.
2. Build Your Core Team and Community Members
To achieve a self-sustaining community, you must have an effective core team. There are usually four roles within a CoP:
- Program manager
- Manager
- Core team members
- Members
All community members must be engaged, included and dedicated. Be aware of the knowledge and experience each member brings to the table.
Pro Tip: Create a system that allows every member to showcase their strength. Ideally, you want a diverse group; everyone should bring something unique and valuable to the table.
3. Create an Effective Knowledge Management System
Communities of Practices are all about peer group learning and knowledge exchange. Each member must be able to access and share useful information at all times.
You must create a way to store all information in an efficient and intuitive manner. Your community will generate a lot of content. So, you must have a way to categorize data and filter the useful from the outdated information.
Pro Tip: Carry out periodic ROT analysis to validate relevant content. You can do that every three to six months.
4. Plan Regular Meetings
Consistent, planned meetings are necessary for continuous communication and collaboration. And that is the secret to maintaining your community.
Schedule regular meetings, meet-ups, educational workshops to ensure members’ engagement. It is recommended to meet up at least once every month to maintain the conversation and forward progress. Send surveys to get a sense of days/time that work best for your community.
If in-person meetings are not possible, video or messaging apps, like Slack and Zoom, are a great way to guarantee regular communication. Organize virtual meetings – either visually using video or in message thread format using a chat app.
Pro Tip: If your community is large, create smaller groups of members to ensure easy communication, such as breakout sessions.
5. Your Lead Facilitator & Co-Facilitator are key to the Success of Your CoP
Your lead facilitator is vital to the success of every meeting. They will guide discussions during each session and keep everyone on task.
Make sure you appoint an aide knowledgeable about facilitating meetings. The co-facilitator must be able to handle the technology platform, resolve tech issues, keep a clear and consistent meeting schedule, and keep everyone involved and engaged.
Pro Tip: If you don’t have a qualified facilitator within your CoP, you should employ a professional to help.
Do you need help creating and facilitating your Community of Practice? Reach out to us at See in Colors for meeting design & facilitation.
Lisa
